COMMUNITY EVENTS PERMIT APPLICATION. Address to which Permit can be mailed:

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1 PLEASE NOTE: This application should be used for those planning community events that are open to the public. Once your application is received, it will be reviewed, and pending approval, there will be a meeting with the Special Events Division to review the Public Programs Guidelines Handbook. It should be noted that not all the guidelines in the handbook may apply to your event. Thank you. COMMUNITY EVENTS PERMIT APPLICATION Please fill out the application form and the enclosed waiver of liability. Return it with the appropriate fees ($30 permit fee; an additional $20 for electrical hook-up), to the Special Events Division, Dept. of Parks, Recreation and Youth Programs, 412 Spencer St., Syracuse, NY Checks or money orders can be made payable to Commissioner of Finance. Pending approval and/or further review, you will receive an official permit for your event. Please carry your permit with you on the date of your event. Please note that no date or time will be reserved in your name until you return the application and payment to our offices. Please see the General Information Sheet regarding fees and retain the General Information Sheet as your reference. Name of Organization or Person applying for the Permit: Contact Person: Address to which Permit can be mailed: City/State/Zip: Day Phone Number: Home Number: Facility Requested: Date and Time Requested (please include any set-up and/or breakdown time you may need.) Nature of the activity. Please describe your event, with as many details as you can, including number of people you expect; power needs; food vendors; etc. The Syracuse Police Department will review the application, as well, and determine what if any police coverage is required. If it is determined that coverage is required, you will have to absorb that cost as well. Please note that the Onondaga Park Gazebo, Onondaga Picnic Shelter, the Thornden Park Lily Pond, and Thornden Park Amphitheatre have a power source available. Please note there will be an electrical hook-up fee of $20.00, which is in addition to your permit fee of $ NO DEEJAYS, LARGE SPEAKERS OR LARGE AMPS ARE ALLOWED AT ONONDAGA PARK PICNIC SHELTER OUT OF DEFERENCE TO THE PARK S NEIGHBORS. CD PLAYERS WILL BE ALLOWED. No alcoholic beverages are allowed to be sold or consumed.

2 GENERAL INFORMATION SHEET Permit Fee: $30.00, with the check or money order made payable to the Commissioner of Finance. If your event requires staff, there may be an additional cost. There will be a $20.00 service charge for returned checks. The permit fee should accompany your permit application when you mail it back to the Department of Parks, Recreation and Youth Programs, 412 Spencer St., Syracuse, NY Insurance: Please check with the Special Events office at (315) , ext or 3023 to see if your event will require a certificate of liability insurance or a waiver of indemnification. A certificate of insurance may be required from your organization, depending on the scope of your event. The insurance requirement must be a minimum of $1 million general liability, and the City of Syracuse must be named additionally insured. If it is decided that the waiver is sufficient, the form is enclosed. Please print it out, fill it out, sign it, have your signature witnessed (it does not need to be notarized), date it accordingly and return it with your permit application. Charcoal: If charcoal grills are to be used, as opposed to propane grills, there is a $30 refundable cleanup deposit. If using propane grills, please contact the Department's Special Events Division at (315) , ext The clean-up deposit should be added to the permit fee in one check, made payable to the Commissioner of Finance. A check for $30 will be returned to you after your event, if your area is clean. Grills: There are no grills in city parks. Those individuals wishing to bring in grills may use them in designated picnic areas only. Electrical Hook-up Fee: $20 hook-up fee, where outlets are available. There is no power source available at Thornden Park s E.M. Mills Memorial Rose Garden or the Thornden Park Picnic Shelter. There is power available at the Thornden Park Amphitheatre, the Lily Pond at Thornden Park, the Onondaga Park Gazebo, and the Onondaga Park Picnic Shelter. The power at the Onondaga Park Picnic Shelter is limited and cannot accommodate any kind of cooking or cooling unit (for example, coffee makers, popcorn machines or sno-cone machines.) No alcoholic beverages are allowed to be sold or consumed. Tents: if your plans include tents, canopies or awnings of any kind, you must contact the Special Events Division prior to your event for permission. A permit may be required. Parking is limited to lots, where available and paved park roads. Please do not park on the grassy areas. There is no public access for vehicles on the service roads. Those using picnic shelters are not allowed to park their vehicles near the shelters for unloading or for parking. Those using the Onondaga Park Gazebo are not allowed to bring any vehicles in on the service roads. Failure to adhere to these parking rules and regulations and those rules and regulations posted in the parks may result in your vehicle(s) being ticketed and/or towed. All park rules and regulations must be adhered to.

3 PUBLIC PROGRAMS GUIDELINES City of Syracuse Department of Parks, Recreation & Youth Programs

4 The following is an outline of procedures to follow in the presentation of public events. Please keep in mind that each event has specific and unique logistical problems that have to be addressed and met. Please note that not all the points outlined will apply to your event. Therefore, we would ask event planners to contact our office and set up a meeting to review your plans and these guidelines. Our Special Events Staff should be contacted as you begin to put your plans together and no later THAN FOUR WEEKS PRIOR TO YOUR EVENT. INSURANCE the sponsoring organization is required to have liability insurance to cover this event for at least $1 million. A certificate of liability insurance is secured by the sponsoring organization from their insurance company. The insurance must name the City of Syracuse as additionally insured. The certificate holder would be the City of Syracuse, Department of Parks, Recreation and Youth Programs, c/o Mary Beth Roach, 412 Spencer St., Syracuse, NY The certificate must be in our offices at least one week prior to the event s start date. PARKING: a.) HANDICAPPED: The location of the handicapped parking will be determined in a pre-event meeting. The Special Events Staff may be able to assist in identifying that area with signage. b.) PARKING FOR PERFORMERS. c.) OFFSITE PARKING FOR BUSES PUBLIC SAFETY: If any police officers are required, the number of police officers on site is determined by the Syracuse Police Department. There may be a cost that event organizers will be asked to pick up, which again, will be determined by the Syracuse Police Department. MAINTENANCE volunteers to assist in trash pick-up during the event would be greatly appreciated. Trash barrels City will provide Recycling boxes city will provide POWER this will vary, depending on your needs and your venue. RESTROOM ACCESS if the facility you wish to use does not have restrooms, you will be responsible for securing portajohn facilities. We urge you to consider renting a handicapped unit as well. If your event is more than one day, you may need to consider a daily cleaning and stocking of supplies. TABLES AND CHAIRS: If you need tables and/or chairs for your event, please let us know at least a week in advance. We will make available what we can, depending on our inventory. We often rent these tables and chairs to different organizations, but because you are parks associations, we can provide them to you at no cost. You can request the equipment by mroach@ci.syracuse.ny.us. TENTING: The Organizing Committee is responsible for securing and paying for the rental of tents, as needed. The City of Syracuse does not have any tenting. All tents must be weighted, not staked. The Parks Department s Special Events Staff can assist in supplying water for weights, as needed. The tent company should contact us in advance at to make these arrangements.

5 Tents must be flame retardant and bear a certificate or stamp inside the tent indicating that it is flame-retardant. Tents greater than 10 x12 are required to have a tent permit. The Special Events staff will assist vendors in securing this permit. All tents must be inspected by the Syracuse Fire Department. Vendors are required to contact the Fire Department at x 500 to set up a time for inspection. The Special Events staff can facilitate in arranging these inspections. Smoking is prohibited under tents. VENDORS The Organizing Committee is asked to provide the Special Events Staff with a listing of all food and nonfood vendors no later than a week prior to the event s start date. Vendor Power: power requirements sheets should be submitted to the Special Events, which will then submit them to the city electricians. This information can be forwarded to the Special Events Office mroach@ci.syracuse.ny.us -- as organizers get them. We must have all power requirements in no later than one week prior to your event s start date. Industrial/Commercial Equipment: Vendors using industrial or commercial equipment that is run on electricity should be advised that this equipment will be scrutinized by the City s electricians for condition, amperage draw, voltage, and proper wiring. The electricians will make every effort to work with the vendors in regards to hooking up their equipment. If any equipment is unsafe and not repairable onsite it will not be hooked up. This will be determined by the electrician in charge. Because of electrical Codes and safety regulations this not negotiable. Tenting: For those vendors bringing in or renting their own tents, please note the following: Tents must be weighted, not staked. Tents must be flame retardant and bear a certificate or stamp inside the tent indicating that it is flame-retardant. Tents greater than 10 x12 are required to have a tent permit. The Special Events staff will assist vendors in securing this permit. Tents must be broken down and taken from the site at the conclusion the event, allowing us to turn the venue back over and open the city streets the next morning. All tents must be inspected by the Syracuse Fire Department. Vendors are required to contact the Fire Department at x 500 to set up a time for inspection. Smoking is prohibited under tents.

6 Lighting: If the event is going into the evening hours, the Organizing Committee is responsible for securing lights for their tents. Vendors are responsible for providing their own lighting. Incandescent lighting is the preferred type of lighting. The following types of lighting are not going to be allowed. Because of the extreme heat generated by halogen lights and the potential flammability of gas lanterns, neither is allowed to be used as lighting sources. Fluorescent lighting will only be allowed if each fixture is rated for outdoor use and has the proper three prong cord end. This is due to the use of higher voltages to start and light this type lamp. FOR FOOD VENDORS: Insurance: All food vendors must provide the City of Syracuse with a certificate of liability insurance for $1 million general liability naming the City of Syracuse as additionally insured. We strongly urge the Organizing Committee to have vendors name their organization as additionally insured, as well. Sewers: in an effort to maintain a proper sewer system, only clear liquids can be put down the drains. Liquids should be filtered or drained, and anything collected in the filters can be deposited in the trash and then the clear liquids can be disposed down the drains. If any vendors have any questions, please direct them to Mary Beth Roach at Vendor Power: power requirements sheets should be submitted to the Special Events, which will then submit them to the city electricians. This information can be forwarded to the Special Events Office mroach@ci.syracuse.ny.us -- as organizers get them. We must have all power requirements in no later than one week prior to your event s start date. Industrial/Commercial Equipment: Vendors using industrial or commercial equipment that is run on electricity should be advised that this equipment will be scrutinized by the City s electricians for condition, amperage draw, voltage, and proper wiring. The electricians will make every effort to work with the vendors in regards to hooking up their equipment. If any equipment is unsafe and not repairable onsite it will not be hooked up. This will be determined by the electrician in charge. Because of electrical Codes and safety regulations this not negotiable. Tenting: For those vendors bringing in or renting their own tents, please note the following: Tents must be weighted, not staked. Tents must be flame retardant and bear a certificate or stamp inside the tent indicating that it is flame-retardant. Tents greater than 10 x12 are required to have a tent permit. The Special Events staff will assist vendors in securing this permit. Tents must be broken down and taken from the site at the conclusion the event, allowing us to turn the venue back over and open the city streets the next morning. All tents must be inspected by the Syracuse Fire Department. Vendors are required to contact the Fire Department at x 500 to set up a time for inspection. Smoking is prohibited under tents.

7 Lighting: If the event is going into the evening hours, the Organizing Committee is responsible for securing lights for their tents. Vendors are responsible for providing their own lighting. Incandescent lighting is the preferred type of lighting. The following types of lighting are not going to be allowed. Because of the extreme heat generated by halogen lights and the potential flammability of gas lanterns, neither is allowed to be used as lighting sources. Fluorescent lighting will only be allowed if each fixture is rated for outdoor use and has the proper three prong cord end. This is due to the use of higher voltages to start and light this type lamp. Health Permit: Unless the Organizing Committee takes out a blanket health permit to cover all the food vendors, each vendor is responsible for obtaining a valid Health Permit from Onondaga County Health Department. This would be either a temporary food permit or a mobile cart permit. Please note that if the vendor owns a restaurant, the permit he/she has for the restaurant does not cover hi/her stand at Clinton Square. The contact at the county health department is Laurie Blasi, Please note that health permits must be filled out if you are using ice and if you are pouring beverages from an open container into cups. If you are selling or giving away beverages in the cans or plastic bottles or juice boxes, a health permit will not be required for that particular item. Regardless of whether the food is sold or given away, all food consumed at a public/community event must be prepared either at the event site or at kitchen facilities that have been approved by the Onondaga County Health Department. Therefore, no food that has been prepared at one s home will be allowed at a public event, including dishes to pass. Water/Hoses: Water will be made available to food vendors via a nearby fire hydrant. If a vendor needs a constant course of water, he/she must supply their own food-grade hose to reach to their individual booths. Grease: Those vendors using grease will be responsible for the removal of it from the site. Do not throw the grease down sewer or storm drains or leave it behind in barrels. Flammable liquids/propane Tanks/Propane Permits: Those using propane at their booth are required to have a current propane permit from the City of Syracuse Fire Department. There is a nominal permit fee, which is good for one calendar year; however, the permits are site specific. What this means is that vendors would only pay the fee once, but they would be required to get a new permit for each site they set up at, with their site plan for that specific event. The Parks Department s Special Events Staff can assist vendors in securing these permits. In addition, anyone using open flames, propane use, etc., shall provide the following: a propane permit on site; a U.L. listed currently tagged and inspected ABC extinguisher, no less than 5 pounds; and a spray bottle of soapy water to test fittings for gas leaks. This shall be available to the fire marshal. There shall be no flammable liquid storage allowed, whatsoever, without consulting the Fire Department Office. If deep frying is to be used then a K type extinguisher must also be on site. Propane is prohibited in or under any tent open to the public for seating. Propane tanks need to be secured to prevent tipping. Twenty-pound propane tank cylinders can be secured in milk crates. Any cylinders bigger than 20 pounds must be secured to a stationary object and ALL cylinders must be at least 10 feet from the vendor s tent and cooking equipment. Any tents where cooking is performed shall be separated from other tents by 20 feet. No smoking signs shall be posted in any tent with propane. Propane cylinders must be at least 20 feet from any building exitway.

8 Due to safety issues, all propane tanks must be removed from the site at the end of the Festival; no propane tanks can remain on site after the conclusion of the Festival. Tents and Cookers: Cookers are not allowed under any tent that has seating. In those tents that have seating, cookers must be in a separate tent at least 10 feet from the dining tent. For those vendors using tents only for vending purposes, the cookers need to be outside of the tent, but the 10-foot clearance is not mandated. Aisle ways and exits must be maintained, unobstructed if seating or tents are enclosed. Fryers/Griddles or Other Appliances Utilizing Grease: if vendors are using any of this equipment, a wet agent type of portable extinguisher is required. For those vendors leaving behind equipment for a rental company or baking company to pick up after the close of the event i.e., stoves, warming ovens, bread trays, soda racks, soda bins, ice machines, etc. are asked to make arrangements to put these items off the streets and onto nearby sidewalks when you are leave your area at the close of the event. This will allow us to open the streets back up the next morning. Please arrange with the rental companies and/or vendors to have these items removed from the site by 10 a.m. the morning after the event closes. Otherwise, the City of Syracuse will remove the items and will dispose of them accordingly.